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HomeMy WebLinkAboutBID - 5772 FOURTH OF JULY FIREWORKS ANNUALAdministrative Services Purchasing Division CITY OF FORT COLLINS City of Fort Collins INVITATION TO BID BID #5772 FOURTH OF JULY FIREWORKS BID OPENING: MARCH 7, 2003, 3:OOP.M. (our clock) Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the time and date noted on the bid proposal and/or contract documents. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Bids must be received at the Purchasing Office prior to 3:00p.m. (our clock), March 7, 2003. A copy of the Bid may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #25772. (The bid number must be preceded by a 2 when using the Fax -line.) 2. Download the Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request a copy of the Bid. Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Bid prices must be held firm for a period of forty-five (45) days after bid openings. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the bidder. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No proposal will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Bids must be furnished exclusive of any federal excise tax, wherever applicable. Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities. The City may elect where applicable, to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities. Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in prices submitted on proposal. Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not entered as separate pricing on the proposal form. Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions. A copy of the resolutions are available for review in the Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions. Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Bid results: for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our officej7 days -after the bid opening. r..James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management 2 CITY OF FORT COLLINS BID PROPOSAL BID #5772 FOURTH OF JULY FIREWORKS BID OPENING: MARCH 7, 2003, 3:00 (our clock) WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR FOURTH OF JULY FIREWORKS PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS: The City of Fort Collins is requesting bids for a July 4th fireworks display. Awarded contractor must sign the attached Service Agreement and provide insurance per Exhibit "B". This is a one year contract and may be extended for additional one (1) year periods not to exceed four (4) additional one (1) year periods. Any technical questions regarding this bid should be directed to Bob Loeven, Manager of Parks, at (970) 221-6302. Any purchasing questions or inquiries regarding this bid should be directed to: John Stephen, CPPB, Senior Buyer (970) 221-6775. BID SCHEDULE Bidder must provide a detailed description of the types of shells and display arrangement of the proposed show with the bid. The bidder agrees to furnish and electronically shoot a 4th of July fireworks display per the terms, conditions and specifications for the lump sum price of: $ Dollars ($ ) Name of Firm Address Telephone # Fax # 3 Bid Submittal 1) Include the name(s) of the supervising pyrotechnicians responsible for setup and firing of this display. 2) Briefly outline the qualifications, background, years of experience, related schools, etc. for each supervisor named. 3) Provide a separate attachment describing your show and include any unique features, sequences, unusual shells or special effects used. 4) Describe safety precautions/procedures you use. 5) References Include the names, phone numbers and addresses of at least three references you have furnished similar displays for preferably in the Colorado area. Specifications: 1. Weather Conditions: The fireworks display, shall be ready to start on July 4th at 9:30 p.m. and last for a duration of twenty minutes, provided the weather permits a display. It is mutually understood and agreed, that should inclement weather prevent the display on July 4th, a meeting with the City representative and the contractor will be held to discuss the postponement dates. It is agreed and understood by the City and the contractor that in the event the fireworks have been taken out and set up before the inclement weather prevails, then such exhibitions of fireworks must be carried out in the best possible manner without any deductions from the compensation due the contractor. 2. Contractor's Personnel The contractor shall furnish trained personnel authorized to serve as their agents in presenting the fireworks displays, The Contractor shall furnish a crew of adequate size trained in the presentation of fireworks displays to perform all duties necessary for the set up, presentation, and clean up of the fireworks display. The Contractor shall appoint a crew foreman, who shall be duly authorized to serve as their agent and make any decision necessary during the set up, presentation, and clean up of the fireworks display. The crew shall arrive at least thirty-six (36) hours prior to the event. The Manager of Parks, Bob Loeven, shall be contacted at least forty-five (45) days prior to the event with the name of the pyrotechnician responsible for shooting the show. Further, it shall be the responsibility of the pyrotechnician to contact the Manager of Parks at least thirty (30) days prior to the event to discuss any issues that need to be finalized. 4 3. Shootino Site: The show will be shot from a peninsula on the west side of Sheldon Lake in City Park. The peninsula is 42' x 69' in size. The closest building is the fire station at 317 S. Bryan, 200' away. This site allows for a 300' minimum distance to the spectators. 4. City Provisions: If the contractor gives the City 10 days prior written notice, the City of Fort Collins will provide 12 yards of sand and will dig an appropriately sized trench for the placement of larger mortars. The City will not provide any other labor, material, or equipment for this project unless specifically noted herein. 5. Police Protection and Permits: The City will provide police barricades for the area. The contractor must obtain a Public Display of Fireworks Permit and adhere to the Uniform Fire Code 1991 or current issue and NFPA 1123 6. City Representative The City hereby appoints the Poudre Fire Authority designate as its representative. The city representative will coordinate with the contractor and the City. The City representative will be the final safety authority as to whether the show may be shot and may stop the show if, in his opinion, the safety of citizens and or the shooters is jeopardized. 7. Safety: The show must be a completely electronically shot show. The shooter must be at least 100' from the mortars while the show is shot. Only one shell per mortar tube will be allowed. No reloading of tubes will be allowed. Final mortar tube adjustment for wind direction will be made 30 minutes prior to the start of the show. No one other than the contractor will be allowed to handle the shells. Shooters should wear protective clothing, ie: Nomexjumpsuit, or other suitable protective wear. No nylon clothing will be allowed. 8. Set Up: The display needs to be completely set up, tested, and inspected at least three (3) hours prior to the scheduled commencement time of 9:30 p.m. The motor tubes must be set, backfilled, and ready for inspection twenty-four (24) hours prior to the scheduled commencement time. 9. Clean-up: The contractor will be responsible for cleanup and policing of the shooting site including the removal of all unexploded fireworks, removal of frames, mortars and other debris left as a result of the shooting of the fireworks display. The City of Fort Collins personnel will refill holes and distribute sand. 5 10. Insurance: The contractor shall maintain the statutory Worker's Compensation Insurance, and in addition, Employer's Liability Insurance in an amount not less than $1,000,000 for each occurrence for all of its employees to be engaged in work on the project under this agreement. In case any such work is sublet, the contractor shall require the subcontractor similarly to provide Worker's compensation Insurance and Employer's Liability Insurance for all of the latter's employees to be engaged in such work. The Contractor shall maintain during the agreement such general liability and automobile liability insurance as will provide coverage for claims for damages for personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from performance of this agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance to be provided shall not be less than $1,000,000 combined single limits for bodily injury and property damage. 11. Reference: The contractor shall provide three references for similarly shot fireworks displays. The City reserves the right to reject the bid of contractors whose references reveal poor quality performance and presentation of fireworks displays furnished to clients in previous years. 12. Bid Award A committee of City personnel will review the bids with award to be based on the best value display considering cost and attractiveness of the display in the sole opinion of the committee and the best interests of the City. 13. Contract Period This Agreement is for one year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one (1) year periods not to exceed four (4) additional one (1) year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90 days), of each renewal period. 14. Budget and Show Content: The budget for past years has been $12,000 per year. The 2003 budget is approximately $14,000 to $16,000. This budget number is not guaranteed and may increase or decrease this year and renewed years. Contractor must provide a detailed description of the types of shells and display arrangement of the proposed show with the bid. If possible, contractor shall provide a video tape of past performances being similar in size and cost. The fireworks display show must truly be the highlight of our 4th of July celebration. 15. Misfires: A penalty of $20.00 per shell shall be assessed for each misfire over a total of 10% of the total number of shells for the entire show. The Poudre Fire Authority designate will perform an inspection at the completion of the show, and prior to clean up, to assure adherence to this clause. This penalty shall be deducted from the final payment due the Contractor. i�